Outdoor Play Day shopping list

An Outdoor Play Day needs more than balls and a few drinks. You will need equipment for several activity zones, reusable serving supplies, places to sit, shade and a way to keep materials organised. Plan quantities around your guest count and the length of the day, then check the forecast before buying weather-sensitive items. Use this list to avoid last-minute runs for cups, marking materials, chilled drinks or extra storage.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 4
Tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
High tablesqty 4
Clothes racksqty 2
Storage boxesqty 12

Tableware

Reusable cupsqty 250
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 80
Pitcherqty 8
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6

Sports equipment

Footballsqty 8
Basketballsqty 4
Handballsqty 6
Tennis ballsqty 30
Skipping ropesqty 15
Hula hoopingqty 15
Conesqty 40
Marking tapeqty 8
Relay batonsqty 12
Frisbeesqty 12
Pogo ballsqty 8
Water balloonsqty 300
Water spongesqty 30
Inflatable bouncy castle
Play matqty 4
Sidewalk chalkqty 30
Bubble solutionqty 20
Wooden gamesqty 8
Sjoelbaksqty 3
Cornhole setsqty 3
Costumesqty 2
Face paint setsqty 4

Equipment

Sound speakersqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Water dispensersqty 4
Rechargeable lampsqty 8
Megaphonesqty 2

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Ice packsqty 24
Serving traysqty 6
Kettlesqty 3
Coffee machinesqty 2
Aluminum foilqty 2

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpsqty 4
Welcome sign
Directional signsqty 12
Activity signsqty 10
Wristbandsqty 300
Name stickersqty 300

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Cleaning cratesqty 3
Hand sanitizer dispensersqty 6
First aid kitsqty 2
Fever thermometersqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Assorted Tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Lemon lemonade - 12 liter
- Ice cubes - 12 bags
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Cucumbers - 12 pieces
- Carrots - 5 kilos
- Cherry tomatoes - 4 kilos
- Pepper mix - 3 kilos
- Mini wraps - 200 pieces
- Whole wheat bread - 10 loaves
- White rolls - 100 pieces
- Wholemeal bread rolls - 100 pieces
- Currant buns - 80 pieces
- Hummus - 2 kilos
- Young cheese - 3 kilos
- Boiled ham - 2 kilos
- Chicken breast slices - 2 kilos
- Cream cheese - 1 kilo
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Halal chicken breast - 1 kilo
- Vegan toppings - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Rice cakes - 8 packs
- Muesli bars - 200 pieces
- Raisins - 3 kilos
- Cookies - 10 packs
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan cookies - 6 packs
- Allergen stickers - 2 sheets
- Napkins - 1000 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Compostable bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper shopping bags - 200 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Satay skewers - 2 packs
- Toothpicks - 2 packs
- Sunscreen - 8 bottles
- Bandages - 4 boxes
- Wound gauze - 4 packs
- Disinfectant spray - 2 bottles
- Cold compresses - 12 pieces
- Disposable gloves - 4 boxes
- Mosquito repellent spray - 4 bottles

Tips

Plan at least one activity station for every 10 to 15 participants, with spare equipment where queues are likely. Cones, marking tape and relay batons are easy to forget but help each zone start on time.
Allow two to three drinks per person for the first hour, then one to two drinks per person for every additional hour. Chill the first batch before guests arrive and keep extra drinks in storage boxes or coolers.
Provide one reusable cup and plate per guest, plus roughly 10% extra for dropped or misplaced items. Count coffee cups, cutlery, serving platters and tongs separately so food service does not compete with the drinks table.
Buy or reserve shade and seating before sending the final invitations. A practical starting point is one folding chair per seated guest, with tables and beer tables arranged so activity zones and walkways remain clear.
Check the forecast 48 hours before the event and confirm that tents, the inflatable bouncy castle and other rented equipment match the conditions. Put water balloons, sponges and outdoor materials into clearly labelled storage boxes to speed up setup and pack-down.

Frequently asked questions

How many cups do I need for an Outdoor Play Day?: Plan one reusable cup per guest and add at least 10% spare. For 50 guests, that means 55 cups, with extra coffee cups if hot drinks are served.
How much equipment do I need for each activity zone?: Aim for one active station per 10 to 15 participants. For a group of 60, prepare four to six zones and enough balls, ropes or other equipment to keep each zone moving without long waits.
When should I buy or reserve Outdoor Play Day supplies?: Reserve tents, seating, the inflatable bouncy castle and specialist game equipment at least 4 to 6 weeks ahead. Buy consumables and check quantities 7 days before the event, then do the final weather-dependent check 48 hours beforehand.
How many drinks should I buy for an Outdoor Play Day?: Budget for two to three drinks per person during the first hour, followed by one to two drinks per person per additional hour. Add more water for warm weather and keep a chilled supply ready before setup is complete.

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